Administrative Assistant

Errors in judgment could substantially impact HCM’s resources and public acceptance of programs, protection of patron confidentiality, personnel, and facilities. WORK ENVIRONMENT: This position is part time at 24 hours per week. Scheduling work hours is flexible but must include Saturdays from 11am to 5pm and during occasional evening and weekend events. Work is performed primarily within HCM and within the community. ESSENTIAL JOB FUNCTIONS: General • Handle correspondence, screen and direct incoming calls, greet & assist visitors • Assist in general accounting procedures, including handling invoices and bank deposits, purchasing, ticket sales, check requests, and maintaining records and files of expenditures • Maintain member/donor database, process memberships and donor acknowledgements • Manage administrative tasks including processing forms, attending committee meetings as needed, coordinating preparation of manuals & procedures, and other administrative duties • Maintain records, files, and calendars (virtual and physical) for organization and Board of Trustees • Coordinate all mailings, including bulk mailings, to members and donors • Help maintain and enforce necessary safety and security procedures to ensure the safety of the museum environment and its collections • May be required to do deliveries/pickups for HCM • All other duties as assigned by Executive Director Events • Assist with event planning and organization, set-up, and tear-down • Assist with off-site museum activities and exhibits, including special events • Track all event & program RSVPs Outreach • Prepare program flyers, e-blasts, and assist with social media to help promote HCM • Update and maintain website • Assist with the recruitment and training of other staff and volunteers; provide guidance and support to staff and volunteers as necessary; assist in supervision of volunteers, work-study students, and interns when required • Coordinate operation of HCM museum store through aid in purchasing, processing (pricing, updating inventory, displaying), and training of volunteers; compile yearly inventories QUALIFICATIONS: Technical • 2+ years of office, account, customer service, problem solving, and administrative experience or equivalent in a comparable environment • High school degree required, college degree or equivalent continuing education preferred • Ability to work independently and multitask in a customer service setting • Highly proficient computer skills and capacity to learn how to use new programs and devices • Experience with DonorPerfect and Squarespace website administration or similar platforms • Excellent verbal and written communication skills, including the ability to proofread with a high degree of accuracy • Ability to accurately perform basic accounting and mathematic computations • Personally interested in history museums and making positive contributions to our community • Familiarity with not-for-profit organizations a plus • Basic graphic design skills a plus Physical • Ability to occasionally lift and carry parcels weighing up to 30 pounds • Ability to stand, walk, and drive as needed for regular duties and special events • Ability to sit and use computer workstation for extended periods of time